Vice Chair Lucas.

Present.

Trustee Lenairs.

Present.

Trustee Markle.

Present.

And Trustee Spanzo.

Present.

We have a quorum.

Thank you.

Moving on to item number three, public comment.

The public is invited at this time to provide comment on any topic that relates to a matter over which this public body has supervision control or jurisdiction.

No action, maybe take it on a matter raised during this period for public comment.

Okay.

I don't see anybody here, so how about moving on?

Item number four, approval of the minutes.

Has everyone had a chance to review the minutes.

I move that we approve the minutes.

All in favor?

Aye.

Aye.

Oppose.

Motion passes.

Okay, item number five.

For possible action, we're going to discuss and hopefully vote on action regarding direction from the library board from us on the process and tools for completing the library director's forthcoming annual performance evaluation.

So I just want to say that the last couple of years that we've done it's been a little bit of a cluster.

But I do want to say that when you do receive all of all of the information, um, the survey, her evaluation, and the stuff from Jeff, that you take everything on equal measure.

If some of you haven't been here for a year, but you've been here long enough to be able to make um an educated, you know, evaluation.

But I don't want to see if you're looking at um if you're looking at the employee evaluation, I don't want that health hold more weight than your own personal um evaluation, if that makes sense.

Well, we have our interaction with Joy and the outcome of what things, you know, things that are going on, the outcome.

Yes.

So um, but anyway, I'm gonna let Joy explain it, and I'm actually very excited, and again, thank you, Jeff, for um for doing this for us.

I think it's gonna go much better, and I think it's fairer on everybody.

Well, thank you, Madam Chair.

Um Joy Hull, library director for the record.

Thank you, Jeff, for being here tonight and being willing to um walk us through this and help us streamline this.

So I'm gonna give just a brief little bit of background.

I've done a lot of research to figure out how other departments are doing this were unique and that we have a governing board.

And so my first um thought was well, the other um department head in the city organization that has a similar experience or might have a similar experience as the city manager.

So I did some historical research on that with Adam as well, and then um took a look at what we had done in the past with uh my predecessors.

So that being said, um, what I've come up with is a suggested timeline of how we should go about this, and then how that information will be dispersed out in terms of the survey, in terms of my self-appraisal to you all, what information I will get back before we have the evaluation in person, and then um have that evaluation um and an oppress a brief opportunity for you all to discuss um your the objectives after the um survey results have been aggregated and after your individual evaluations have been aggregated, um, and that we will then or that evaluation will then be mostly or exclusively to discuss the objectives for my next um evaluation period.

So for the 2025 or 2026-2027 evaluation period, if that makes sense.

So that being said, what I'm suggesting is that um we we are obligated, you are obligated to perform to um perform an evaluation of me every year before July 1.

Um human resources asked that we get it done before then.

We're gonna stick with our um you know yearly coming in hot.

So, but we'll get this done at the very beginning in our June meeting.

So, my suggestion suggestion is that we continue with the 360 degree review that is sent out by has been sent out for the last few years to uh by human resources, and that will then be conducted to gather feedback from all of the library staff in the followings using the following steps.

So by April 17th, the HR director will disperse the requisite survey to each library staff member, myself included.

Um, by May 1st, each library staff member who wishes to participate must submit their response to human resources, and there's a way for them to respond back.

They submitted it goes back to human resources.

By May 8th, the HR director will aggregate all of that feedback from the 360 degree review survey responses and provide those results to each board member and the library director.

So I'll be able to see those results as well.

Um, what's happened in the past um few years is that I've not actually seen the results of the survey until the day of the evaluation.

So I haven't had a lot of opportunity to look at that and answer any questions you might have before the evaluation day, because I'm getting it the day of.

And I think that you all received a day of last year too, maybe or the year before.

So there wasn't a lot of opportunity as we were going through it in the moment.

So to eliminate that, um, we'll have all of that, and I will um also have myself appraisal to y'all by May 8th.

That's my opportunity to talk about all of the things that have been done throughout the course of the year and um and reference my objectives from the previous year.

That's sort of the I tell my unclassified staff that's the opportunity for them to do their own horn and also um show me how they met the objectives and I I give the objectives to help them help create a roadmap for them.

Um I really think that's the purpose of objectives is to let so they know so that everyone knows going forward what their expectations are for the following year.